Job Description

Administrative and Executive Assistant to the Clinic Manager required for a Medical Centre

Administrative Assistant Responsibilities:

Facilitate smooth communications between the Executive and Office managers, Bookkeeper, Nurses, Physicians and co-workers and between the Executive and external parties such as vendors, customers, and the public. Liaison & support to other employees as required
Handle confidential information.

Maintain the security of the executive's records and files. Perform tasks using independent judgment and discretion; e.g., preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; drafting letters; arranging and attending meetings; taking and distributing minutes Managing calendar/appointments/meetings Leading and coordinating multiple events from planning to execution. Order office supplies and maintain levels of supply when needed. Create presentations and other working documents for the President. Coordinate courier and shipments, as required. Deliver and pick up business related supplies in the local geographic area Work with executive administrative team to create spreadsheets, presentation information and business organizational tasks. Prepare the conference room for presentations and staff meetings. Other administrative tasks, as requested.

Personal Assistant responsibilities:

Manage the Executive's schedules. Working with the Executive in facilitating day to day tasks. Assistance with personal needs such as running errands, taking vehicles for maintenance, purchasing supplies, refreshments, gifts etc. Driving for deliveries and to appointments and airport.

Light Computer and Office Maintenance responsibilities:

Light repairs and maintenance- Changing light bulbs, minor repairs to office furniture, etc. Windows updates Printer and network troubleshooting and install, etc. Moving files and boxes to and from storage

Preferred Qualifications:

College degree or equivalent

Experience or study in business administration and marketing Previous experience in Executive Assistant role or equivalent experience in an Administrative Assistant role.
Ability to deal with highly sensitive and confidential material.

Having sound judgment and decision making skills.

Trustworthy, ethical and tactful with a focus on security and confidentiality; and a good understanding of the sensitivities, professionalism and confidentiality involved in working in the medical field.

The ability to maintain a high level of accuracy and attention to detail with documents, filing, etc.

Reliability and dependability

Excellent planning, organizational, and time management skills, with an ability to handle a variety of tasks in a timely manner with effective time management skills and the ability to handle multiple priorities under tight deadlines.

Ability to work cooperatively with staff, professionals, physicians and patients.

Excellent interpersonal and written communication skills; and the ability to communicate effectively both in writing and verbally.

Work independently with minimal supervision.

In-depth working knowledge of computer software including MS Word, Outlook, Excel, and PowerPoint.

Excellent word processing and graphic design skills and familiar with marketing and design software such as Adobe.

Knowledge and experience working with Google Analytics, Google AdWords, and an understanding of Search Engine Optimization (SEO).

Ability to type at least 40 wpm.

Must be familiar with general building maintenance, small repairs and light renovation work Experienced driver with valid Driver's license and a clean record Must be able and willing to be on call
Flexibility on availability (mornings, some evenings and very few weekends)

Bilingual English-French is an asset.

Willing to obtain a police and vulnerable sector check

This position is ideal for candidates that Graduates of an Administrative Assistant or Marketing & Communications program. Preference will also be given to applicants who display honesty and dependability. As well as, strong computer skills and good handyman and light maintenance and repair skills and are flexible in the hours of work and availability.

All applicants will be required to provide proof of full vaccination as a condition of employment.

Job Types: Full-time, Part-time

Pay: $20.00-$24.00 per hour

Benefits:

Dental care Employee assistance program Life insurance Vision care
Application question(s):

Must be able currently living in the Greater Ottawa area
Education:

DCS / DEC (required)
Experience:

Bookkeeping: 1 year (preferred) Administrative: 2 years (required) Human resources management: 2 years (required) Medical office: 1 year (preferred)
Language:

French (required) Fluent English (required)
Licence/Certification:

Valid Drivers Licence (required)
Work Location: In person